Job summary
- Main area
- Networks and Planning
- Grade
- Band 5
- Contract
- Permanent: 37.5 hours per week
- Hours
- Full time - 37.5 hours per week
- Job ref
- 028-AC292-0824
- Employer
- Public Health Wales NHS Trust
- Employer type
- NHS
- Site
- 1st Floor River House
- Town
- Gwaelod- y- Garth, Cardiff
- Salary
- £28,834 - £35,099 per annum
- Salary period
- Yearly
- Closing
- 04/09/2024 23:59
Employer heading
![Public Health Wales NHS Trust logo](https://static.trac.jobs/employer-logos/200.png)
EA to the National Clinical Director and/or Deputy Directors
Band 5
Welcome to the NHS Wales Executive, a new national support function, operational from 1 April 2023
Our key purpose is to…
Drive improvements in the quality and safety of care - resulting in better and more equitable outcomes, access and patient experience, reduced variation, and improvements in population health.
To find out more visit NHS Wales Executive.
Our values
Working together, with trust and respect, to make a difference
Applicants are invited to apply in Welsh, any application submitted in Welsh will not be treated less favourably than an application made in English. To support our all Wales service, we particularly welcome applications from Welsh speakers.
Job overview
An exciting opportunity has arisen to join our Executive Support Team in the NHS Executive, Networks and Planning Directorate.
We are looking to recruit two Executive Personal Assistants to provide dedicated support to:
· Role 1 - National Clinical Director and Deputy Clinical Director
· Role 2 - Deputy of Networks and Deputy of Planning
These will be varied roles which require confident communicators who possess excellent organisational skills and have a keen eye for detail.
The post holders are expected to work autonomously, prioritise work using judgement and initiative, recognising the high-profile nature of the work of the Directors group. In addition you will ensure that all work within the Executive Support Team is of the highest standard.
Responsibilities are varied and include (but are not limited to) managing multiple diaries, organising and prioritising emails, scheduling meetings, producing minutes and coordinating arrangements for meetings and events as well as preparing correspondence, reports and presentations. You will have excellent organisational and interpersonal skills and be fluent in the use of Microsoft Office. You will sometimes need a flexible approach to meet tight and varying deadlines and be someone who works well as part of a team.
The post holders will participate in providing cross-cover support for fellow team members at times of sickness and annual leave.
Main duties of the job
· Work autonomously including in the absence of the Directors, prioritise workload to ensure that all urgent matters are actioned, as appropriate. This will include responses to senior staff, including Board Members and the Welsh Government.
· Organise and plan the Directors diary and commitments, scheduling formal and complex meetings, including all travel and accommodation arrangements as necessary.
· Source and gather all relevant information in order to prioritise in-tray and make decisions on behalf of the Directors regarding diary conflicts and different appointments, based on a sound knowledge of the priorities and deadlines involved in the Directorate.
· Ensure that incoming mail is dealt with or appropriately redirected and to forward items requiring input from others that cannot be otherwise dealt with, indicating clearly any deadlines or instructions as necessary to facilitate speedy resolution and prioritisation. Follow up and monitor matters delegated for action on behalf of the Director.
· Organise and plan meetings and events as directed, including arranging speakers and providing high quality support to ensure they are managed and delivered effectively.
Working for our organisation
The NHS Executive works in partnership for and on behalf of Welsh Government, in and with the NHS in Wales and is hosted by Public Health Wales.
Our key purpose is to drive improvements in the quality and safety of care - resulting in better and more equitable outcomes, access and patient experience, reduced variation, and improvements in population health.
We do this by providing strong leadership and strategic direction – enabling, supporting, and directing NHS Wales to transform clinical services in line with national priorities and standards.
To find out more about working for us and the benefits we offer please visit https://phw.nhs.wales/careers/
For guidance on the application process, please visit https://phw.nhs.wales/working-for-us/applicant-information-and-guidance/
Detailed job description and main responsibilities
The Executive Personal Assistant will provide comprehensive, efficient, organised and confidential administrative support to the Director and/or Deputy Directors across all areas of responsibility. This will include the management of databases and advanced level use of IT packages such as Word, Excel, Outlook and PowerPoint. The post holder will also provide administrative support (arranging key meetings and some diary management) to members of the Directorate Senior Management Team.
Reporting to the Executive Support Manager, the post holder will support Executive level meetings, administering relevant committee meetings and other sub-committees of the Board, including the collation, tracking and dissemination of papers, taking formal minutes and management of actions.
The post holder is expected to maintain complete confidentiality at all times and to represent the Directorate in a professional, efficient and courteous manner and will be required to exercise judgement to make robust decisions using initiative and levels of authority agreed with the Director.
The post holder will work collaboratively with the other Executive PA’s and provide support when necessary.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Person specification
Qualifications and Knowledge
Essential criteria
- Educated to degree level, or professional or vocational qualification (for example NVQ) or equivalent level of experience of working at a similar level in specialist area such as senior administration or business management
- RSA III typing or equivalent qualification
- Advanced knowledge of Microsoft software applications (Outlook, Word, Excel and PowerPoint etc.) & MS teams
- Commitment to continuing professional development
Desirable criteria
- Advanced ECDL
- Knowledge of Financial Systems e.g. monitoring budget management, processing invoices and procurement.
Experience
Essential criteria
- Significant working experience in a busy environment and expertise across the full range of office systems and administrative procedures.
- Previous experience working with senior leadership or equivalent roles.
- Experience of implementing and maintaining internal processes and procedures.
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
- Experience of producing management information reports.
- Experience of taking and writing up formal minutes.
Desirable criteria
- Experience of monitoring budgets and business planning processes
- Experience in project management
- Understanding of the NHS & its partner organisations.
Personal Attributes and Values
Essential criteria
- Our organisational values are to work with trust and respect to make a difference.
- Evidence of living our values and cultural fit.
Other
Essential criteria
- Ability to travel within geographical area.
Aptitude and Abilities
Essential criteria
- High level of written and verbal communication and presentation skills.
- Ability to work autonomously but able to recognise when it is appropriate to seek advice.
- Ability to prioritise workload and manage multiple, competing demands.
- Ability to deal with complex and challenging enquiries/complaints by effectively investigating the issues and proposing solutions.
- Advanced use of IT and technology.
- Proactive and resourceful.
- Adaptable to changing demands
- Excellent planning and organising capabilities, with exceptional attention to detail.
Desirable criteria
- Ability to speak Welsh or willingness to learn.
Applicant requirements
Welsh language skills are desirable
Documents to download
Further details / informal visits contact
- Name
- Teri Harvey
- Job title
- Executive Support Manager
- Email address
- [email protected]
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